Administrative Assistant – Retainer United Nations Office for Project Services Experience: 3 to 5 Years Mandera, Kenya Apply By: 26-09-2024

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Job Description

Background Information – Job-specific

General Background

UNOPS’s mission is to serve people in need by expanding the ability of the United Nations, governments and other partners to manage projects, infrastructure and procurement in a sustainable and efficient manner.
Within these three core areas of expertise, UNOPS provides its partners with advisory, implementation and transactional services, with projects ranging from building schools and hospitals, to procuring goods and services and training local personnel. UNOPS works closely with governments and communities to ensure increased economic, social and environmental sustainability for the projects we support, with a focus on developing national capacity.
Working in some of the world’s most challenging environments, our vision is to advance sustainable implementation practices in development, humanitarian and peacebuilding contexts, always satisfying or surpassing partner expectations.
We employ more than 6,000 personnel and on behalf of our partners create thousands more work opportunities in local communities. Through our headquarters in Copenhagen, Denmark and a network of offices, we oversee activities in more than 80 countries.
The purpose of the position is to support the administration of all project activities in the field.

Methodology and Scope of the Assignment

UNOPS will under the direct supervision of the relevant partner focal point and in close collaboration with the responsible department and unit at the MOH at the national level, focus Counties, undertake the following activities guided by the Immunization Work plan and Detailed budget developed by the National MOH and Partners.
Depending on the type of activity that UNOPS is required to support, provide the necessary administration, logistical and operational support to the client.
During the campaign, facilitate the disbursement and payments of the campaign activities in multiple counties and their sub-counties during the selected immunization campaigns.
Certify all documents against the payments (as stipulated in the attached budgets), e.g. payment schedules, invoices, receipts etc. These will be at the National, county and sub-county level.
Monitor/spot checks on implementation of activities.

Monitoring and Progress Controls

The Administration Assistant ( Retainer) will assist and maintain a database/spreadsheet of all the activities conducted during the project period including participants attending the type of training, duration, presenters etc. The database/spreadsheet should enable statistical data at any given time and help in monitoring and evaluation of the performance and progress of the Training component.

Functional Responsibilities

Below are some of the functionalities for the position:

Assist with clerical and administrative duties, including but not limited to the following: Obtaining quotations, organizing transport for participants in the training events, maintaining financial records and confirming attendance to the events, organizing accommodation and meals, arranging training equipment in support of the event, place advertisements, confirm attendees, prepare briefing materials and project communications accurately and on time, explain costs and confirm payments to be made, keep records, make suggestions for improvements and make recommendations, be the focal point of communication in the County between the relevant partners
Respond to partner queries and forward queries to UNOPS PMSA – field coordination to respond as necessary.
Assist in the production of training documentation.
Assist in the preparation of pre and post-training activities and reporting.
Have the ability to coordinate and facilitate the training events to the target groups required by the partners and actively participate and help in conducting the training events.
Maintenance of accurate records (hardcopy and online) of all operational and financial transactions for easy reference and retrieval; document management, including file closures, archiving.
Resolution of routine administrative and process issues, referring complex issues to the PMSA Field Coordinator with recommendations for the course of action.
Use of technology and electronic systems and tools to initiate work, and share information with project staff and stakeholders.
Take up any other additional responsibilities as may be assigned by the Field Coordinator.

Education/Experience/Language requirements

Education

Completion of secondary school with four (4) years of experience is required;
Diploma in economics, finance, commerce, accounting and or other related field with two (2) years of relevant professional experience disciplines may be accepted;
A bachelor’s Degree in economics, finance, commerce, accounting and or other related field will be an added advantage.

Work Experience

4 years experience working in an administrative position or similar role is required;
One (1) year experience in financial management will be required;
Experience in planning, field experience and coordination will be an added advantage;
Experience in Google Suite applications will be an asset.

Language